Administrative Assistant, Onsite

Nestled against the stunning Tucson Mountains, Tucson Estates No. Two offers a beautiful desert setting and a welcoming neighborhood atmosphere. We’re seeking a friendly, organized, and customer-focused Administrative Assistant to support our Community Manager and serve as a key resource for homeowners, HOA board members, and on-site staff. If you enjoy helping people, thrive in a fast-paced environment, and take pride in delivering exceptional service, this is an opportunity to make a meaningful impact in one of Tucson’s most desirable residential communities.

Position Responsibilities:

• Perform a wide spectrum of administrative duties that are essential to successfully enforcing community Covenants, Compliance & Regulations (CC&R’s).
• Provide administrative support and other tasks as directed to On-site Community Manager and other on-site staff members.
• Develop a working relationship with community board members and homeowners.
• Extend top-notch customer service and problem resolution via phone and face-to-face interaction with board members and residents.
• Provide traditional office support which includes maintaining calendars/scheduling of reservations, appointments and meetings, composing correspondence, completing mailings and ordering supplies.
• Arrange various meetings and prepare all correspondence necessary to notify included parties.
• Assist with community inspections of common areas according to AAM’s management contract.
• Work with vendors to provide direction and collect bids per the manager.
• Perform various general accounting duties, including some A/P, A/R, coding of invoices and billing.
• Maintains accurate and current association records.
• Process architectural change submissions ensuring accuracy of documents received prior to forwarding to reviewing entity.
• Perform other duties as directed by Community Manager.

Knowledge, Skills and Abilities:

• Ability to interact and work positively and effectively with homeowners and staff at all levels.
• Ability to proficiently utilize computer programs and database systems, including Microsoft Office, Google Suite, internet, and e-mail systems with attention to detail.
• Ability to work independently to handle multiple tasks simultaneously, establish priorities, and meet deadlines.
• Exceptional organization and tracking skills.
• Ability to function efficiently in a fast-paced, demanding environment.
• Advanced communication skills both verbal and written.
• Superior customer service skills and professional phone etiquette.
• Ability to work collaboratively and cooperatively within the department as well as with other departments.

Physical Demands & Work Environment:

• Primarily sitting at workstation utilizing a computer and phone system in an open setting.
• May be required to lift boxes, fill paper trays, and other minor physical office related tasks.
• Walking/driving through community to assist in the inspection of common areas.
• Helping to set up/break down for events and/or meetings as needed.